Field Finance Manager/Responsable Financier de Terrain

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

PURPOSE OF POSITION:

Reporting to the Finance and Support Services Director, this position will be responsible for providing leadership and Management of the Field Finance function at WV Burundi .Working closely with the Cluster Finance and Administration Coordinators at Cluster level, the position is responsible for ensuring that sound Financial practices and adequate internal controls exist within all projects, promote High standards of accountability and stewardship of resources, Ensure timely and Accurate Financial reporting to Partnership Office and Donors, and Promote strong audit performance and Compliance. Through Matrix Reporting this position will directly supervise, Coach and Motivate Cluster Finance and Administration Coordinators.

MAJOR RESPONSIBILITIES

Financial Reporting and Accountability.

• Oversee preparation, review and timely submission of AP’s Financial Reports. i.e Timely submission of Semi Annual and Annual Combined Core Logframe Reports in the FFR Database as per WV Policy.
• Ensure transactions at Cluster Level are reviewed and posted to sunsystem daily and at minimum weekly.
• Ensure Monthly FFR reviews are done at Cluster Level, minutes for the same submitted and action items implemented.
• Support Year End closing and Carry Forward Process – Annual stock takes, Accruals, Fixed Asset Registers.
• Facilitate Closure of phased out projects and T4’s.
• Preparation of monthly financial analysis to inform leadership of budget utilization and other financial performance for decision making.

Budgets Development, Management and Control.

• Facilitate preparation, review and submission of projects annual operating plans and budgets in line with partnership guidelines.
• Ensure effective utilization of all projects budgets in line with WV Policies and donor requirements. This includes and not limited to analysis of spending against approved budgets, monitoring of AP’s budgets and addressing variances.
• Monitoring of Project and cost centers spending against budget through Variance Analysis, investigation and follow-up respective project or department
• Establish a Budget Tracking \ Monitoring Mechanism for all Projects Spending against Budgets to ensure that there is optimal utilization of budgets i.e There is Zero Overspending and acceptable \ minimal underspending.
• Monthly Reconciliation of PBAS and ensure Ledger is updated.
• Closely monitor CAL spending (including SCR) Vs approved Budgets to ensure that there is no overspending.

Fixed Assets Management.

• Ensure complete and updated Fixed Assets Register for all Clusters is prepared, reviewed and submitted to HO on Quarterly basis.

• Ensure Annual Fixed Assets Inventory and tagging exercise is done by all Clusters atleast once annually.
• Fixed Assets reconciliation is done between the Ledger (i.e 811 and 880) and the Fixed Assets Register on Quarterly basis.
• Coordination of REAM and Annual Insurance Survey for all Clusters.
• In collaboration with Admin, maintain an Assets Disposal Schedule for assets sold or donated during the year with the following details: Date asset was sold or donated, amount received, if donated name of recipient organization, a letter of Receipt and acceptance from the recipient etc

Management of Partners.

• Ensure timely transfer of funding to and accountability by partners.
• Review of partner’s accountability documents to ensure they are in line with WV Financial policies and any relevant donor requirements.
• Timely booking of Partners reporting in the ledger
• Analysis of relevant Partners (T3) accounts to ensure balances are current.
• Financial Capacity building for all Partners within the Clusters.
• Support screening or Financial Capacity assessment of potential partners.

Cash and Liquidity Management.

• Monthly reconciliation of Ecocash statements and the WVI Burundi ledger, ensuring that all outstanding or reconciling items are current.
• Ensure Compliance to the Financial and operational guidelines to the Management of Ecocash. – eg No inter-project borrowing without competent approval.   
• Timely monthly cash funding requests done in line with Clusters \ AP’s detailed implementation plans.
• Ensure all Clusters operate within acceptable Minimum Cash Target Low.

Risk Management and Audit Performance.

• Coordinate Annual Internal Control Assessments in all the Clusters and ensure that integrated Compliance Monitoring Tool (ICMT) is completed and submitted by January 31st after every two years.
• Ensure adequate systems are in place for review of all AP’S disbursements for proper coding, expense allocation to various funding sources (T4) and are within WVI and WVI Finance Policy.
• Risk Management Training and antifraud awareness at Clusters Offices.
• Ensure that all staff travel advances are current, account allocation is done on timely, consistent basis, and disciplinary action is taken against including deduction of overdue advances through payroll.
• Coordinate Quarterly Field Financial reviews of Clusters for better Risk Management.
• Coordinate any scheduled project/AP or Cluster audits

• Ensure that all required documentation are availed, reviewed and submitted to the auditors timely – Internal, External and GC Audits.  

• Ensure that Management responses to all project audit reports are done timely (i.e within 6 weeks) and that 100% of all previous year’s audit recommendations are implemented within 90 days per policy

Management of Disbursements \ Payment of Suppliers.

• Ensure timely submission of supplier and partners invoices by all Clusters to Shared Services.
• Ensure that all Supplier invoices at Cluster level are paid within 15 days from the date of submission to ensure the On Time Payment (OTP) is within acceptable Regional Benchmarks.
• Ensure that all Integration errors, coding issues etc on submitted invoices are timely resolved.

Administrative Responsibilities - Fleet and Warehouse Management.

• Ensure all motor vehicles repairs and usage are duly approved
• Ensure safe custody of all cars. Motorcycles and log books
• Ensure all motor vehicle and Motorcycle monthly usage reports are reviewed and necessary action taken.
• Analysis of account 170 (Fuel) and ensuring that all prepayment of Fuel is accurately and timely retired \ Justified.
• Reconciliation between Fuel Card Statements and Ledger atleast once per Quarter.
• Provide technical support on Fleet management to ensure efficiency & compliance and monthly Fleet analysis report (maintenance and fuel cost) for management informed decision making, and review Vehicle reports before submission to NO Fleet Team.
• Follow up monthly fleet reports and ensure they are submitted to Head office by 5th every month and book in the ledger.
• Reasonable costs for repair and maintenance of M/vehicles & M/cycles
• Ensure GRN and GIN are properly recorded once the items are received/ issued from store.
• Ensure quarterly stock taking is done.
• Ensure that proper Custody and use of Fuel Cards and management of any Fuel stocks within the Cluster.

Capacity Building:

• Working together with the Cluster Finance and Administration Coordinators to ensure that continuous capacity building for all Finance and Non-Finance staff, Partners like CBOs, etc. is conducted.
• Perform Financial Capacity Building needs assessment and capacity building to Cluster Finance and Administration Coordinators.
• Organize Quarterly Finance Review Meetings for all Cluster Finance Staff to review progress, share new policies, challenges etc.   

People Management:

•  Engage in and ensure that appropriate tools like CFP, coaching and mentoring etc are practiced within Finance to enhance smooth staff relations, succession planning and accountability.
• Develop performance agreement and individual development plans with team to enhance accountability.
• Conduct continuous, semi-annual and annual performance appraisal.

Knowledge, Skills & Experience Abilities

Qualification and Experience Required

• Bachelor’s degree in accounting, Finance or Business Administration, or a related field with an experience of 5 Years in a related position.
• ACCA, CIMA, CPA or equivalent is an added advantage.
• MBA is an added advantage

• Solid knowledge of accounting principles financial systems budget/cash flow monitoring and internal accounting controls.
• Ability to solve complex problems and to exercise independent judgment.
• Must be able to lead and manage a team.
• Good working knowledge of computerized accounting systems, preferable Sun Systems & Vision.
• Must be computer literate in Microsoft Office programs.
• Knowledge of government grant regulations and financial reporting requirements preferred.

Work Environment

• Work environment:  Office-based with frequent travel to the field
• Travel:  20% Domestic/international travel is required.
• On call:  25%

Applicant Types Accepted: